Finance and Administrative Support (RCO) National Consultancy

Contract

This is a National Consultant contract. More about National Consultant contracts.

Background

The UN Resident Coordinator (RC) provides leadership to the Pacific Joint UN Country Team and the UN’s programming work, as outlined in the UN Pacific Strategy, in support of national priorities. The RC has a team composed of national and international staff, forming the RC Office (RCO), and is based in Suva (Fiji). The RC oversees 10 Pacific Small Island Developing States (Pacific SIDS or PSIDS), namely Federated States of Micronesia, Fiji, Kiribati, Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu. Twenty-six resident and non-resident UN entities are signatories to the UNPS and members of The Pacific Joint UN Country Team.

The RCO fulfils ten core coordination functions, namely strategic analysis and planning; oversight of the UN country programming cycle; representation of and support of UN Secretariat and UN agencies (incl. non-resident agencies); support to national coordination systems and processes; development and management of shared operational support services; crisis management preparedness and response; external communication and advocacy; human rights and development; joint resource mobilisation and fund management; and general UNCT oversight and coordination. The Multi-Country RCO is strengthening its capacity in order to fulfill these functions across the Pacific Island Countries.

Under the overall guidance and supervision of the RCO Team Leader, the Finance & Administrative consultant will provide administrative and finance support services to the RCO ensuring high quality, accuracy and consistency of work. The Finance & Administrative consultant will work in close collaboration with the UNDP Operations team and other UN Agencies, as well as other entities as required. The position supports all team members of the Multi-Country RCO in Fiji.

Detailed Terms of Reference can be obtained from UNDP Pacific Website https://procurement-notices.undp.org/view_notice.cfm?notice_id=71922

Duties and Responsibilities

Provide administrative and financial support in implementing RCO activities focusing on Operations and Management coordination and achievement of the following results:

1. Provide secretariat, administrative, logistics support to activities, seminars, meetings, conferences and regular activities of the office including the preparation of meeting summary reports to UNRCO
2. Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff, national representatives, consultants and others; including travel plans, e-travel requests and security clearances.
3. Act as UNRCO focal point for all arrangements relating to the renting and management of premises
4. Finance and Payment:
5. Assist with the preparation of budgets for the operation of the UNRCO
6. Monitor budgets and continuously maintain up-to-date financial records for the account of the UNRCO
7. Prepare purchase order and service requests ensuring correct objects of expenditure and availability of funds.
8. Inspect goods and services provided by selected vendors and ensure payment of bills for one-off and recurrent expenses (rent, communication, office consumables, etc.).
9. Prepare and regularly update the Procurement Plan for UNRCO
10. Initiate procurement, replenishment and maintenance of office equipment and supplies and prepare and maintain an inventory of office property, furniture and equipment for UNRCO

Expected Outputs and Deliverables

• Ensure all administrative and finance tasks are completed in a timely manner as assigned on a monthly basis.
• Detailed Terms of Reference can be obtained from UNDP Pacific Website https://procurement-notices.undp.org/view_notice.cfm?notice_id=71922

Competencies

• Strong interpersonal and communication skills;
• Openness to change and ability to receive/integrate feedback;
• Ability to plan, organize, implement and report on work;
• Ability to work under pressure and tight deadlines;
• Demonstrates integrity and ethical standards;
• Positive, constructive attitude to work;

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

• Minimum of 5 years work experience in admin, finance and logistics required
• Project support within the development sector an advantage.
• Experience with UN entities an advantage

Required Skills and Experience

• Minimum Diploma in Management, Administration or Accounting
• Additional courses in relevant field is an advantage
• Offerors must send the following Mandatory documents:
• CV including names/contacts of at least 3 referees;
• A cover letter indicating why the candidate considers himself/herself suitable for the required consultancy.
• Completed template for confirmation of Interest and Submission of Financial Proposal.

• In the event of unforeseeable travel not anticipated in this TOR, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and the Individual Consultant, prior to travel and will be reimbursed.

  For any clarification regarding this assignment please write to [email protected]Consultancy Proposal (CV & Financial proposal Template) should be uploaded on UNDP Jobshop website (https://jobs.undp.org/cj_view_jobs.cfm?cur_rgn_id_c=RAS) no later than 10th Nov 2020 (Fiji Time) clearly stating the title of consultancy applied for.

  Note: Successful individual will be required to provide proof of medical insurance coverage before commencement of contract for the duration of the assignment.

  Incomplete and joint proposals may not be considered. Consultants with whom there is further interest will be contacted.

  Individuals applying for this consultancy will be reviewed based on their own individual capacity. The successful individual may sign an Individual Contract with UNDP or request his/her employer to sign a Reimbursable Loan Agreement (RLA) on their behalf by indicating this in the Offerors letter to Confirming Interest and Availability.

  In general, UNDP shall not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources